Transcription
REQUEST FOR INFORMATIONPOS and INVENTORY MANAGEMENT SYSTEM FORJOLIET JUNIOR COLLEGE BOOKSTORESUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOWNO LATER THAN:November 8, 20192:00 P.M. CSTJoliet Junior CollegeAttn: Janice ReedusSenior Director of Business &Auxiliary ServicesA-31021215 Houbolt RoadJoliet, IL 60431
OVERVIEW OF JOLIET JUNIOR COLLEGEJoliet Junior College (JJC), the nation’s first public community college is acomprehensive community college. The college offers pre-baccalaureate programs forstudents planning to transfer to a four-year university, occupational education leadingdirectly to employment, adult education and literacy programs, work force andworkplace development services, and support services to help students succeed. TheCollege has a combined total of 14,912 full time and part time students enrolled inSpring 2018 classes and 1,950 staff on its main campus located within the city of Joliet,and its 5 extension campuses located in Romeoville, Morris, Frankfort, Weitendorf, andCity Center in downtown Joliet.JJC is the only public postsecondary institution within District 525 boundaries. JJC islocated approximately 45 miles south of Chicago, the third largest city in the UnitedStates. Today, the 1,442-square mile district serves over 700,000 residents in Will,Grundy, Kendall, LaSalle, Kankakee, Livingston, and Cook counties. Multiple locationsexist to serve residents throughout the district. The College consists of one (1) maincampus (2) extended campuses, three (3) education centers, and multiple satellitelocations throughout the district. JJC has approximately 15,000 students per yearenrolled in credit courses.VISION STATEMENTJoliet Junior College will be the first choice.MISSION STATEMENTJoliet Junior College is an innovative and accessible institution, dedicated to studentlearning, community prosperity, cultural enrichment, and inclusion. Joliet Junior Collegedelivers quality lifelong learning opportunities empowering diverse students and thecommunity through academic excellence, workforce training, and comprehensivesupport services.I.DESCRIPTION OF REQUESTJoliet Junior College (“college”) is seeking proposals from qualified firms fora POS and Inventory Management system for its bookstore operation.II.BACKGROUNDThe Joliet Junior College Bookstore Operation is comprised of: Two full-service bookstores, one at Main Campus (1215 Houbolt Road, Joliet,Illinois) and one at the Romeoville Campus (1125 W. Romeo Road (135thStreet), Romeoville, Illinois) 2018-2019 annual volume at Main Campus 3,934,613; at Romeoville 207,538;buyback spent at both locations annually: retail 72,899.50 and wholesale 47,256.50. E-Commerce/Online Store with the following features:1 Page
o Online purchase In-store pickup (pre-paid pick-up at both location) Shipping capabilities (we do not charge the customer for groundshipping) Course material and electronic purchases - require student IDo Online reserves (unpaid holds) and student can indicate if they will pay forfinancial aido Ability to check buyback pricing Seven admin users and up to 30 additional part-time users 11 back office PCs (1 is at Romeoville and 3 admin users use dual monitors) 12 Registers (Two at Romeoville Campus Bookstore) with fully MVC and PCIcompliant credit card devices, drawers, and thermal printers with the followingfunctionality:o Sales (including A/R, department, and gift card sales), buyback, rental,refunds/exchanges, voids, pick-ups/loans, discounts/promotions,online/mail order transactions, and multiple sales tax types and differentsales tax by locationo Reports: X & Z, category & department sales, cashier, line delete & void,tenders, tax exemption, sales tax, discounting, refunds, rental quantity,savings to student, and fees collected, transaction analysis, flash sales,bestsellers, sales by date and time, sales comparisons, vendorperformance, inventory valuation, re-order analysis, outstandingPOs/items, receiving/discrepancies, color/size tracking, pricing tools/aids,outstanding adoption, sales & enrollment reports, etc.o Disallow rentals and payment by check when applicable and maintaincustomer notes One (1) Laptop to use as a mobile workstation and/or register Four (4) barcode blasters at select stations Scanners and stands at all work stations and registers Textbook options include:o In- house rentals with credit card collateralo New and Used available for purchaseo Digital e-books (Third-party sales with Redshelf/Vital Source)o EDI/PubNet Virtual Server Current third- party interfaces:o Timber E-commerce2 Page
oooooVerba CollectVerba CompareFA LinkDatatelMX Devices uses gateway software VeriFone Point/Payware Connect andTSYS is our processoro Square for offsite salesIII.SCOPE OF WORKJoliet Junior College seeks a robust POS and inventory management system thatwill have the features/functionality listed above along with the followingcapabilities: IV.Up to four (4) mobile POS devicesHandheld inventory solutions (annual inventory/receiving/online orders)E-commerce integration with SIS for single sign authentication for allorders/reservesDual store inventory and sales reportingAdditional barcode blaster at a select stationAdditional buyback support at Spring EOS and Fall EOS eventsFlexibility to reduce back-office PCs by 1-3Reduction of third-party interfaces (e-commerce, online comparison tool,online/email adoptions, mobile sales)Ability to work with the Colleague and Workday ERP systemsSpecial orders/holds managed within the system and notification when item isreceivedCheck verification at POSApple Pay, Samsung Pay, and American Express payment optionsAbility to email and text students using the system for rental reminders, onlineorders, buyback, etc.REQUIRED FORMAT AND CONTENTS OF PROPOSALA. Respondents should respond with three (3) originals and one electronic copy(flash drive or DVD) to the name and address above, no later than 2:00 p.m.November 8, 2019.B. All proposals submitted must contain, at a minimum, the following informationin the format and order set forth below.3 Page
C. Cover letter with the following:1) Name, title, address, telephone number, and email address of the firm’scontact person for the proposal. Firms responding to the RFI shall designatea single contact within that company for receipt of all subsequent informationregarding this RFI.2) The letter shall contain a statement that the respondent understands andagrees with the scope of the work and accepts all other requirements, terms,and conditions of the request for information.D. Qualifications and Experience1) Provide a brief history of the firm and outline the firm’s expertise.2) Provide a list of comparable clients with similar volume and applications.E. Overview of proposed solution based on requirements listed in Sections IIand II aboveF. List of proposed equipment/hardware, specifications, and associated costsG. Software Modules (i.e. POS, Inventory, Reporting, GL, etc.) andspecifications and any related costs including implementation, annualmaintenance (include addressing current needs and desired additionalneeds)H. If available, link to demo of POS and Inventory Management softwareI. Detailed description of warrantyJ. Overview of Customer/Technical Support & TrainingK. Overview of PCI Compliance FeeL. Additional Items/Services Offered – Please provide any additional item(s) orservices that your organization can provide at no additional cost to Joliet JuniorCollege.4 Page
V.SCHEDULEThe following schedule represents dates that respondents should use forplanning purposes. Respondents will be notified of any schedule changes via email.DateOctober 21, 2019October 25, 2019 @ 12:00 p.m. CSTOctober 30, 2019 @ 5:00 pm CSTNovember 8, 2019 @ 2:00 P.M. CSTVI.EventVendors contacted via email /advertisementLast date/time for submission ofwritten questions via email tojreedus@jjc.eduResponses to questions emailedResponses must be submitted in asealed envelope to Janice Reedus,Senior Director of Business &Auxiliary Services,Campus Center Building A, Room3102, 1215 Houbolt Road, Joliet, IL60431QUESTIONS REGARDING THIS RFIAny technical questions regarding this RFI should be emailed on or beforeOctober 25, 2019 at 12:00 P.M. CST to the attention of:Janice Reedus, Senior Director of Auxiliary Services, jreedus@jjc.edu.VII.REVIEW PROCESSJoliet Junior College’s RFIs are issued with the intent to obtain information thatmay be used in the preparation of an RFP depending on the responsesreceived. Based on those responses, Joliet Junior College will augment itsscope and may prepare one or more RFPs.VIII.CLARIFICATIONThe reviewing group may seek further clarification regarding the RFIresponses. Clarification may be requested in the form of a brief verbalcommunication by telephone, written communication, or electroniccommunication.5 Page
IX.COPYRIGHTED MATERIALAll responses received will be kept confidential by Joliet Junior College staff,unless prior permission is received from the respondent to treat as a publicdocument.X.TERMS, CONDITIONS, AND DISCLAIMERSThe respondent’s RFI preparation and response is voluntary and at the expenseof the respondent. Any expenses incurred during the response to this RFI cannotbe charged to Joliet Junior College.Responses to this RFI will not bind the respondent to Joliet Junior Collegecontractually, monetarily, or in any other way.6 Page
a POS and Inventory Management system for its bookstore operation. . II. BACKGROUND The Joliet Junior College Bookstore Operation is comprised of: Two full-service bookstores, one at Main Campus (1215 Houbolt Road, Joliet, Illinois) and one at the Romeoville Campus
